1. Memos, E-mail, and Letters
Copyright 2006 South-Western/Thomson Learning

2. Memos Written (printed) messages used by people within an organization
Begin with heading lines
To followed by the recipient’s name
From followed by the writer’s name
Date followed by the current date
Subject followed by the topic of the message
The body (paragraphs) follows the headings
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3. Memo Format Align at 1" tab setting 2" top margin
Default or 1" side margins
Heading words in ALL CAPS
Align at 1" tab setting
2" top margin
At least 1" bottom margin
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4.
Message delivered electronically using special software and a network
Includes message body and heading lines
address of recipient
address of sender
Date message is sent
Subject of message
May also include a copy or blind copy line
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5. E-mail Message Guidelines
Be courteous to others
Keep messages short and to the point
Place important points in the first few lines
Do not include private information
Do not use all caps
Use correct grammar, punctuation, and capitalization
Proofread before sending the message
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6. Sample E-mail Screen Title bar Menu bar Toolbar Heading lines
Formatting bar
Message body
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7. Personal-Business Letter
Formal document used to deal with personal matters
Examples
Request information for a trip
Congratulate a friend on winning an award
Often arranged in block style
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8. Personal-Business Letter Format
Salutation
Return address and Date
2" top margin or center vertically
At least 1" bottom margin
Letter address
Default or 1" side margins
Body
Complimentary close
Writer’s name
Reference initials and Enclosure note
Block Letter Style
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9. Business Letter Formal document sent from a person in a business
Similar to a personal-business letter but with no return address
Printed on letterhead paper that shows the business name and address
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10. Business Letter Format
Salutation
Letterhead
Letter address
Body
Complimentary close
Writer’s name
Reference initials and Enclosure note
Date
At least 1" bottom margin
Default or 1" side margins
2" top margin or center vertically
Block Letter Style
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11. Review A formal document sent from a person in a business is a Memo
Personal-business letter
Business letter
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12. Review Answer A formal document sent from a person in a business is a
Business letter
Answer
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13. Review In block letter style All lines begin at the left margin
To, From, Date, and Subject heading lines are used
Paragraphs are indented
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14. Review Answer In block letter style All lines begin at the left margin
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15. Review
An informal message sent in printed form to other people in an organization is
An message
A memo
A business letter
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16. Review
An informal message sent in printed form to other people in an organization is
A memo
Answer
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17. Review When writing e-mail messages
Use all capital letters for ease of keying
It is usually safe to include private information
Keep the message short and to the point
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18. Review Answer When writing e-mail messages
Keep the message short and to the point
Answer
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19. Review A memo should have A 2" top margin Default or 1" side margins
At least a 1" bottom margin
All of the above
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20. Review Answer A memo should have All of the above
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